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REPORT <br />To the Honorable Mayor and City Council <br />From the City Manager <br /> <br />June 26, 2017 <br />SUBJECT <br />Agreement for Professional Services with NexLevel Information Technology, Inc. for <br />Financial System Replacement Project Management Services <br /> <br />RECOMMENDATION <br />By motion, approve and authorize the City Manager to execute an Agreement for <br />Professional Services with NexLevel Information Technology, Inc. for Financial System <br />Replacement Project Management Services <br /> <br />BACKGROUND <br />The City’s current financial software system, “Universe,” is over 25 years old. This <br />system utilizes an older, character-based programming language that requires very <br />specialized software developers to service it. The system is cumbersome, not user <br />friendly, and is difficult to navigate. Moreover, there are very few software developers <br />trained in the maintenance of this system. <br /> <br />Over the next two to three years, the Administrative Services Department (ASD) is <br />leading the effort to replace the City’s legacy system with an Enterprise Resource <br />Planning (ERP) system. An ERP system is designed to integrate all day-to-day activities <br />of an organization. It enables widespread data sharing from a single database that <br />serves to improve information sharing and make processes more efficient. Common <br />functions of ERP systems include accounting, human resources management, <br />budgeting, payroll, cash receipts, project tracking, procurement, billing and receivables, <br />inventory, and capital asset management. <br /> <br />ANALYSIS <br />The process of replacing the City’s legacy system requires specialized knowledge and <br />is extremely time intensive; thus, it is necessary to engage a qualified management <br />consulting firm to assist staff with this process. <br /> <br />The City issued a joint Request for Qualifications (RFQ) with the City of Burlingame on <br />January 24, 2017, to seek project management services for replacement of the financial <br />system. The RFQ was posted on the City’s website and e-mailed to ten software <br />consulting firms. The RFQ closed on February 17, 2017, and the following seven firms <br />responded: ClientFirst; Domain Experts Corporation; NexLevel; Plante Moran; Schafer <br />Consulting; Soft Resources Software Consulting; and TechTu Business Solutions. Five <br />6.1.E. - Page 1